Client Management

Complete guide to adding, managing, and organizing your clients in Practicore. Learn how to create client profiles, import data, and maintain records.

Overview#

The Clients module is the foundation of Practicore. Every task, filing, and invoice is linked to a client, making proper client setup essential for efficient workflow.

Complete Profiles

Store all business details: PAN, GSTIN, CIN, TAN, addresses

Multiple Contacts

Add key persons with their roles and contact details

Document Vault

Upload and manage KYC documents with versioning

Billing Setup

Configure fee structures, billing cycles, and rate cards

Segments & Tags

Organize clients by industry, size, or custom tags

Data Security

Sensitive fields encrypted with AES-256

Adding a New Client#

Follow these steps to add a client to your workspace.

Step-by-Step Guide#

Navigate to Clients from the sidebar menu

Click the "Add Client" button in the top-right corner

Enter the client's legal name (required)

Select Entity Type: Individual, Company, LLP, Partnership, etc.

Enter PAN number (auto-validated for format)

Add GSTIN if GST registered (optional)

Enter CIN for companies or LLPIN for LLPs (optional)

Fill in contact details: email, phone, address

Set billing preferences: cycle, fee structure

Click "Create Client" to save

Quick Add

Use the Quick Add feature (Ctrl+Shift+C) to create clients with just name and PAN. You can complete the profile later.

Client Profile Fields#

Understanding each field helps ensure complete and accurate client records.

Identity & Registration#

Legal Name *

Official registered name

Trade Name

Business/brand name if different

PAN *

10-character PAN (e.g., ABCDE1234F)

GSTIN

15-character GST number

Entity Type *

Individual, Company, LLP, etc.

CIN / LLPIN

Company or LLP identification

TAN

Tax Deduction Account Number

Date of Incorporation

Registration/incorporation date

Contact Information#

Primary Email - Main contact for all communications

Phone Number - Primary contact number

Registered Address - Official registered address

Business Address - Operating address if different

State Code - For GST calculations (CGST/SGST vs IGST)

Billing Configuration#

Billing Cycle - Monthly, Quarterly, Half-Yearly, Annual, or Per-Task

Fee Structure - Fixed fee, hourly rate, or hybrid

Rate Card - Service-wise pricing

Payment Terms - Due days after invoice (e.g., 15, 30)

Credit Limit - Maximum outstanding allowed

Supported Entity Types#

Practicore supports all major business entity types in India.

Individual

Sole proprietors, professionals

Company

Private/Public Limited

LLP

Limited Liability Partnership

Partnership

Traditional partnership firms

HUF

Hindu Undivided Family

Trust

Charitable/Private trusts

Society

Registered societies

AOP/BOI

Association/Body of Individuals

Entity-Specific Fields

When you select an entity type, the form shows relevant fields. For example, CIN appears for Companies, LLPIN for LLPs, and DIN fields for directors.

Adding Contact Persons#

Add multiple contact persons with their roles for better communication.

Common Contact Roles#

DirectorPartnerProprietorAccountantManagerAdminSignatoryOther

Adding a Contact Person#

Open the client profile

Scroll to "Contact Persons" section

Click "Add Contact Person"

Enter name, email, phone

Select role from dropdown

Mark as "Primary Contact" if applicable

Enable "Portal Access" if they need client portal login

Save changes

Document Vault#

Securely store and manage client KYC documents with versioning and expiry tracking.

Upload Documents

Drag & drop or click to upload PDF, images, Excel

Document Types

Categorize as PAN Card, GSTIN Cert, MOA, etc.

Secure Storage

Files encrypted at rest and in transit

Version History

Track document updates with version control

Document Categories#

Identity Documents

PAN Card
Aadhaar Card
Passport
Voter ID

Business Documents

GSTIN Certificate
Certificate of Incorporation
MOA / AOA
Partnership Deed

Expiry Tracking

Set expiry dates on documents like DSC, professional memberships, or licenses. The system sends reminders 30, 15, and 7 days before expiry.

Bulk Import from Excel#

Import multiple clients at once using our Excel template.

Import Process#

Go to Clients > Import (top-right menu)

Download the Excel template

Fill in client data following column headers

Save the Excel file

Upload the completed file

Review validation results

Fix any errors shown in red

Click "Import Valid Rows"

Verify imported clients in the list

Template Columns#

Column	Required	Format
Legal Name	Yes	Text
Entity Type	Yes	Individual/Company/LLP/etc.
PAN	Yes	ABCDE1234F
GSTIN	No	22ABCDE1234F1Z5
Email	No	email@example.com
Phone	No	9876543210
State Code	No	27 (Maharashtra)

Duplicate Detection

The import system checks for duplicates based on PAN and GSTIN. Duplicate rows are flagged and skipped unless you choose to update existing records.

Managing Clients#

Search, filter, and organize your client list efficiently.

Quick Search

Search by name, PAN, GSTIN, or contact details

Advanced Filters

Filter by entity type, segment, status, or tags

Tags & Segments

Group clients for bulk operations and reports

Export List

Export filtered list to Excel or CSV

Client Actions#

View

See full profile, tasks, compliance work

Edit

Update profile information

Client Portal Access#

Enable clients to view their compliance work, invoices, and documents through a secure portal.

Enabling Portal Access#

Open the client profile

Go to Settings tab

Toggle "Enable Client Portal"

Enter the client's email address

Set viewing permissions (compliance items, invoices, documents)

Click "Send Invitation"

Client receives login credentials via email

Dedicated Portal Guide

For detailed information about the client portal features and user experience, see the Client Portal Guide.

Frequently Asked Questions#

Yes, you can add multiple GSTINs under a single client profile. Each GSTIN can have its own compliance records. Go to the client profile > GST Registrations tab to manage multiple GSTINs.

Go to Clients > Actions > Merge Clients. Select the primary profile to keep and the duplicate to merge. All tasks, compliance items, and invoices from the duplicate will be transferred to the primary profile.

Yes, export your client list to Excel, make changes, and re-import. Enable 'Update Existing' option during import. The system matches records by PAN and updates other fields.

Go to the client profile > Settings > Assigned CA. Change the assigned CA to transfer ownership. The new CA will see the client in their dashboard.

Archived clients are hidden from the main list but all data is preserved. Tasks and compliance items remain accessible via direct links. You can restore archived clients anytime.

Getting Started